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Remote Work Policies – 7 Things Companies Forget to Consider

Many companies now understand that nothing is more permanent than a temporary fix, as workers refuse to return to office mandates. Having a formal remote work policy that ensures everyone is on the same page has never been more important.

Whether you’re already running a remote team or are just testing the waters before diving in, it pays to slow down and consider what you should include in a remote work policy and what you might have missed.

To be effective, your remote work policy needs to set clear expectations and be applied consistently to avoid issues. Make sure your policy covers the following four areas and sets clear guidelines for each one of them.

Eligibility

Some places make it nearly impossible to work remotely in an efficient and productive way. For example, China makes using a VPN service very challenging, much the same as other countries like Russia and Belarus.

Your policy should list which countries are off-limits for remote work. You’re not getting wrapped up in politics, but it’s best to ensure you keep your operations running smoothly and your team members out of potential trouble.

Cybersecurity

If your remote workers don’t stay alert and take the necessary steps to improve defenses, your company can be at greater risk. 

Give them the rules and guidelines on how to stay safe online. Cover the basics of preventing bad actors from gaining access in your policy. It can range from directing them to use the best VPN service to setting up extra authentication steps when logging in.

Give clear directions. Spell out what happens when something goes wrong. Who do remote workers contact? What do they do when they accidentally connect to an unsecure network? Make it easy to follow so they don’t get confused or panic.

Payroll and Taxes

Remote work can complicate payroll and tax compliance, especially if remote team members are working in a state other than their usual workplace. Employees may be considered tax residents of another state or even country, depending on how many days they work there in a calendar year.

Your remote work policy should stipulate where employees are legally allowed to work for long- or short-term periods, and if they need to get permission to do so. Use tools to track employee attendance from any desktop or mobile device, and even log GPS coordinates to verify an employee’s remote work location.

Communication

Having a remote workforce can expand your ability to maintain a global presence and cater to clients in multiple time zones. However, it can also lead to burnout if employees are expected to attend meetings outside of work hours or respond to messages 24/7.

Your remote work policy should set some communication guidelines, such as whether remote team members are expected to work according to their local time or HQ time and what kind of response times are reasonable for urgent messages.

Resource and Data Accessibility

You can easily assume someone can log in from anywhere and pick up where they left off. However, systems built for local use don’t always play nicely across borders. Sometimes logins get flagged as suspicious. Shared drives crash. Access is denied.

Your policy should walk employees through how to connect to key systems securely from wherever they are. If tools require VPN access, mention it. If a login fails, let them know how to get support quickly. And if some resources are region-restricted or sensitive, spell that out too. Don’t wait until someone’s stuck in another country, staring at a login error at 2 a.m. with no clue what to do.

Time Zones

A couple of hours’ difference is no real problem, but when someone’s 10-12 hours off from the rest of the team, things can fall apart quickly if you don’t have a plan.

Be clear about work hours in your policy. Are people expected to work during local business hours, match company hours, or follow a hybrid schedule? What are the core hours when everyone needs to be online?

Leaving this to guesswork invites confusion, missed calls, and long delays. A little structure goes a long way toward keeping everyone sane and on track.

Connection Reliability

You’ve likely been on calls where someone’s screen freezes mid-sentence or they drop off completely. Now imagine that happening regularly because someone moved to a spot with weak connectivity.

Your policy should include a minimum standard for internet speeds—say, 25 Mbps download and 10 Mbps upload. If someone needs to attend meetings, encourage wired connections for better stability.

And it helps to have a backup plan. For example, someone in a more rural area of the United Kingdom can use eSIM for UK to stay online during outages and avoid awkward “Sorry, I missed that” moments.

Takeaways

  • Have you stated the rules for staying safe online and preventing access to bad actors?
  • Do your workers know when and how to get help from their locations?
  • Can they get around login fails and regional restrictions?
  • Have you listed off-limit countries where restrictions make collaborating a headache, and recommended better-suited places?
  • Do your workers know the core hours when everyone needs to be online? Do they follow local, company, or hybrid time zone schedules?
  • What speeds and connections should they use, and is there a fallback plan?
  • Have you set clear habits and tools for updates, calls, and collaboration, and how do you keep everyone in the loop?

Wrap Up

With these tips in mind, you can create a remote work policy that benefits the business and drives productivity and collaboration from your team. 

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